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You are invited to participate at the 2011 Ebix Health User Group
[EHUG] conference, taking place Wednesday, May 11 through Friday, May
13, 2011. We’re rounding up and heading out to the Hilton Scottsdale Resort
and Villas in Scottsdale, AZ, which is sure to be an oasis for LuminX and FACTS
information sharing. As an exhibitor and/or sponsor, you’ll have many excellent
opportunities to meet and network with a super-targeted group of users. There
are currently 80 administrators using the LuminX platform and 30 organizations
working with FACTS. Last year, over 90 executives, operational and technical
attendees representing 40 different TPAs, carriers or self-funded companies
attended this meeting.
how to be a partner, pardner
EXHIBITS: The 2011 exhibit hall offers prime real estate for vendors. You and a limited number
of companies (a maximum of 26) will be housed in one fabulous ballroom, which includes the
food events. That means every breakfast, lunch, break and reception is another chance for you
to reach out and talk face to face with key prospects.
SPONSORSHIP: We are also continuing with sponsorship opportunities that include memorable
and useful take-away items that keep your company name at the forefront of your prospects’
mind long after we say goodbye to Scottsdale.
As past attendees will attest, the
value of the Ebix Health User Group
Conference comes from sharing
real-world experiences and insights.
All team members — executives,
operations and technical folks — benefit
from the breakout sessions and your
participation. At the EHUG meeting,
attendees have access to best-ofbreed tips and tools. They learn ways
to leverage LuminX and FACTS, and
exchange ideas with fellow users.
Your participation and the chance to
learn about your offering will complete
this valuable conference.
Sponsorship/
Exhibitor Benefits
e
Exhibits designed to showcase
your offerings in a high-traffic
environment
2011 OPPORTUNITIES AT DISCOUNTED PRICES: We’ve frozen the user group exhibitor fee at
the 2010 price and cut sponsorship fees! Your company gets the same amazing value of
reaching a qualified, highly targeted audience without added cost.
e Logo
Please review the EHUG Sponsorship/Exhibitor Agreement details and
let us know how you want to participate as soon as possible (and no
later than Friday, March 11, 2011). The cost is $3,750 for a 10' X 10' booth
space and two exhibitor badges. We are also offering additional marketing
opportunities to further promote your name. Please note that these options
are on a first-come, first-to-have basis and they do sell out.
e Sponsor
Best regards,
in the conference program
e Recognition
in the conference
program
ribbon for company’s
attendees
e Special
recognition announcement
during conference
e Company’s
brochure in conference
tote bag (due Monday, may 9, 2011)
Sylvia Bruno | President, Ebix Health User Group
A Friday, March 11, 2011 — The Exhibitor Deadline
Sponsorship/Exhibitor Benefits
• Exhibits designed to showcase your offerings in a high-traffic environment
• Logo in the conference program
• Recognition in the conference program
• Sponsor ribbon for company’s attendees
• Special recognition announcement during conference
• Company’s brochure in conference tote bag (due Monday, May 9, 2011)
Company/Exhibitor Name:
Exhibitor Contact Name:
Address:
City:| State:| Zip:
Phone:| Fax:
Email:
EHUG SPONSORSHIP/EXHIBITORS: AWellspring of Marketing Opportunities
4 check your choice
Event Sponsor
PLATINUM SPONSOR
$15,000
Choice of one:
• Opening Exhibit Hall
Reception Sponsor
• Thursday Night Event Sponsor
(description still to come)
Meal Sponsor
GOLD SPONSOR
$8,500
SILVER SPONSOR
$7,000
EXHIBIT ONLY
$3,750
N/A
N/A
N/A
Lunch Sponsor (2 available)
Breakfast Sponsor (3 available)
N/A
Premium Item
Sponsor
Choice of one:
• Conference T-shirt
• Conference tote bag
Choice of one:
• Conference padfolio
• Conference travel mug
Choice of one:
• Conference pen
• Name badge lanyard
• Sticky notes pack
N/A
Exhibit Hall
(1) 10' X 10' booth space
(1) 10' X 10' booth space
(1) 10' X 10' booth space
(1) 10' X 10' booth space
Complimentary
Registrations
(4) Complimentary exhibitor
registrations; limit of (1)
additional badge may be
purchased for $400
(3) Complimentary exhibitor
registrations; limit of (1)
additional badge may be
purchased for $400
(3) Complimentary exhibitor
registrations; limit of (1)
additional badge may be
purchased for $400
(2) Complimentary exhibitor
registrations; limit of (1)
additional badge may be
purchased for $400
Conference
Program Advertising
(1) Full-page ad, (7.5" X 10") back
cover of conference program
(1) Full-page ad (7.5" X 10") in
conference program
(1) Half-page ad (7.5" X 4.75") in
conference program
N/A
Bag Drop
(1) piece
(1) piece
(1) piece
(1) piece
Web Exposure
(3) month insertion for banner
ad on EHUG user group Website; Hyperlink to your company
Website from the EHUG
Conference sponsors page
(2) month insertion for banner
ad on EHUG user group Website; Hyperlink to your company
Website from the EHUG
Conference sponsors page
(1) month insertion for banner
ad on EHUG user group Website;
Hyperlink to your company
Website from the EHUG
Conference sponsors page
Listing on EHUG user group
Website
e-Newsletter Vendor
Feature
(1) time listing of your 50-word
company description and
color logo featured in monthly
electronic publication, including
link back to your Website
(1) time listing of your 50-word
company description and
color logo featured in monthly
electronic publication, including
link back to your Website
N/A
N/A
Attendee List
Pre- and post-show lists
Pre- and post-show lists
Pre- and post-show lists
Post-show list
Onsite Recognition
Logo and name on PowerPoint
slides and signage
Logo and name on PowerPoint
slides and signage
Logo and name on PowerPoint
slides and signage
Logo and name on PowerPoint
slides and signage
TOTAL AMOUNT DUE:
Payment Information
Make check payable to: Ebix Health User Group • Tax ID: 25-1887458 | Mail to: Ebix Health User Group • 3250 Unionville Road • Cranberry Twp., PA 16066 | Fax to: Natalie Burnside • 866.501.4037
Name
on Card:
! VISA
MasterCard
!
Billing Address:
! American Express
City:
Credit Cards Payments: Account Number:
Promotional Information
For inclusion in the Conference Program, please forward the following information via email to Natalie
Burnside ([email protected]) by MONDAY, APRIL 11, 2011.
• A 50-word description of the products/services your organization provides
Expiration Date:
State:
ZIP:
• Your color logo as a high resolution (300dpi), JPEG or PNG or vector art EPS file
(Adobe Illustrator)
• Your advertisement for the conference program (if it is included in your selected sponsorship)
as a high-resolution PDF file (refer to dimension requirements listed in above chart)
Sponsorship/Exhibitor Agreement
Sponsorship reservations are made on a first-come, first-serve basis on the date your Sponsorship/Exhibitor Agreement is received. Forms will not be processed unless accompanied by payment in full.
By signing below, I acknowledge I have read and agree to the terms outlined above.
Name
Date
SPONSORSHIP/EXHIBITOR Agreement
1. WHO MAY EXHIBIT/PARTICIPATE
The exhibition is only for those entities offering products, equipment, and services, which
are related to the Insurance and Self-Insurance Industries. EHUG shall have the sole right to
determine the eligibility of exhibits, including, but not limited to: companies, products, systems,
services, booth graphics, printed matter distributed at the conference, souvenirs, giveaways,
costumes and booth personnel attire, and all other exposition features and activities.
14. SAFETY, FIRE AND HEALTH REGULATIONS
Exhibitors shall assume and bear full responsibility for the compliance with any and all local, city
and state safety, fire and health laws, ordinances and regulations regarding the installation and
operation of the exhibit.
2. COST OF EXHIBIT SPACE
The cost of the Exhibit Space is Three Thousand Seven Hundred Fifty Dollars ($3,750).
Included in the cost of an exhibit space rental, in addition to the space itself, are: recognition of
sponsorship at the cocktail party to be held Wednesday evening (time to be determined), one
(1) draped six foot table, two (2) chairs and one (1) wastebasket.
15. LIABILITY
EHUG does not guarantee Exhibitors against loss, damage or theft of any kind. Exhibitors shall
indemnify and hold harmless EHUG, Acclamation Systems Incorporated, the Hilton Scottsdale
Resort & Villas and the Service Contractor from any cause or claim whatever, made by or
against any person, including but not limited to claims by or against employees, agents, or
assigns, or by or against third persons. The Hotel further recommends that laptops and other
expensive equipment not be left in the Exhibit Hall unattended.
3. SUBLEASING/SPACE SHARING
Exhibitor shall not allow any other corporation, person, or other entity, whether co owned or not
to use the space allotted to the Exhibitor, nor shall the Exhibitor display products or services not
normally sold by the Exhibitor.
16. ADA
The Exhibitor accepts responsibility for ensuring access to its exhibits by the disabled, and
is solely liable to the disabled under the ADA, and any other applicable disability law, for any
failure to provide the disabled access to the Exhibitor's exhibits.
4. REGISTRATION OF PERSONNEL
All persons affiliated with Exhibitor and in attendance at the EHUG conference must be
registered, and have paid the appropriate registration fee ($3,750 plus $400 for the third
representative). Each exhibiting company will be granted a maximum of three (3) passes for
admission to the exhibit hall only. There shall be no exceptions to this policy.
17. CONDUCT AND RESTRICTIONS
EHUG reserves the right to restrict exhibits which, because of noise, odors, method of
operation, or any other reason, become objectionable or otherwise detract from or are out of
keeping with, the character of the exposition as a whole. This reservation includes persons,
things, conduct or printed materials. EHUG reserves the right to alter or close any exhibit,
which does not conform to the provisions of this contract. No refund shall be due under such
circumstances. EHUG also reserves the right to exclude any non-conforming party from
exhibiting at any future EHUG conferences or to give lowest priority for future exhibit space.
These actions do not constitute exclusive remedies; and EHUG may avail itself of any remedy
in law or equity in addition to these actions.
5. LOCATION/DESIGNATION OF EXHIBIT SPACE
Exhibit space will be assigned to Exhibitors by EHUG on a priority or first-come, first-served
basis, and as much in accord with the Exhibitor’s wishes as is reasonably and conveniently
feasible. However, EHUG reserves the right to locate and/or relocate Exhibitor's assigned
exhibit space and reclassify booth designations.
6. MARKETING MATERIAL
All marketing, advertising, signs, displays and decorations are subject to the Hilton Scottsdale
Resort & Villas and EHUG approval. The Hotel will not permit the affixing of anything to the
walls, ceilings or floors without prior Hotel approval.
7. PAYMENT FOR EXHIBIT SPACE
All applications must be accompanied by check or credit card information, in the appropriate
amount, made payable to Ebix Health User Group. No application will be considered unless
accompanied by payment. Applications and payment should be sent to: Ebix Health User
Group, 3250 Unionville Road, Cranberry Twp., PA 16066.
8. CANCELLATION
An Exhibitor may cancel or withdraw from the exhibit program subject to the following
conditions: (i) The Exhibitor shall file a written notice of intention to cancel or withdraw by
Monday, January 31, 2011 to receive a full refund. (ii) If written notice is received between
February 1, 2011 and March 1, 2011, EHUG will refund 50% of the exhibit booth fee. (iii) In the
event Exhibitor cancels its participation, the exhibit space shall be returned to EHUG for resale.
The Exhibitor may not resell the space and shall forfeit any and all rights of said space and any
monies paid upon notice of cancellation. (iv) Should an Exhibitor, after notifying EHUG of its
desire to cancel, subsequently decide to rescind such notice, a new contract and application
must be submitted with all appropriate fees. No reinstatement shall be permitted and space will
be provided on the basis of availability, if any. (v) No refunds will be made after March 1, 2011.
9. EXHIBIT HOURS
Exhibitor Set Up is scheduled for Tuesday, May 10, 2011, from 5pm to 10pm, and Wednesday,
May 11, 2011 from 7am to 10am. The Exhibits will be open on Wednesday, May 11, 2011,
during all scheduled food and breaks functions from 12pm to 9pm, and on Thursday, May 12, 2011,
during all scheduled food and break functions from 7am to 4pm. Exhibit Tear Down is scheduled
for Thursday, May 12, 2011 from 4pm to 10pm. It is agreed that no Exhibitor will break down or
move out his exhibit prior to the official close of the exhibits, as designated by EHUG. Exhibit
booths must be staffed at all times during posted exhibit hours. A final schedule will be provided
to the Exhibitors prior to the conference. EHUG reserves the right to revise these dates and
times as needed to accommodate agenda changes. No exhibit or portion thereof may be
removed from the exhibit hall during the conference without written consent of EHUG. Any
infraction may result in Exhibitor being prohibited from exhibiting at future conferences.
10. CONFLICTING EVENTS
In the interest of the success of the entire conference and exposition, the Exhibitor agrees not
to extend invitations, call meetings, or otherwise encourage absence of attendees or Exhibitors
from the conference or exhibit hall during the official dates of the conference and exposition.
11. CONFERENCE PARTICIPATION
Exhibitors are permitted to attend all User Group Conference general sessions, food functions,
receptions and other social/vendor-related events. Exhibitors are asked to refrain from asking
questions or offering comments during open forums/question and answer portions of the
general sessions. Exhibitors are not permitted to attend any break-out sessions.
12. SHIPPING AND RECEIVING
There is limited storage space available at the Hilton Scottsdale Resort & Villas. The Service
Contractor will furnish shipping details and costs.
13. DAMAGES
If the premises are defaced or damaged by any act of negligence by any Exhibitor, its agents,
or guests, the Exhibitor will pay for any and all expenses incurred by damages to physical
property, caused by Exhibitors, riggers, haulers or other contractors engaged for the purpose
of moving exhibits and equipment into and out of the building. All damages will be billed at
replacement cost.
18. INSURANCE
Individual insurance coverage shall be the responsibility of the individual Exhibitor. This
Application is made and entered into by and between EHUG and the entity and persons named
in this application/contract (hereinafter, Exhibitor), on the date set forth. The undersigned
agrees that this Application is effective only upon its acceptance by EHUG.
I, the undersigned, have read all of the attached “Official Exposition Provisions and Regulations”
and will abide by the same.
Official Exhibition Provisions and Regulations
This Agreement is made and entered into by and between Ebix Health User Group (EHUG) and the
entity and persons named in this Agreement (hereinafter, Exhibitor), on the date set forth.
Authorized Sponsorship/Exhibitor Representative (Print)
Authorized Sponsorship/Exhibitor Representative (Signature)
Title Date
2011 Ebix Health User Group Conference
May 11-13, 2011
Hilton Scottsdale Resort and Villas, Scottsdale, AZ
SPONSORSHIP/EXHIBITOR Conference Registration Form
Complimentary registrations are outlined in the Sponsorship/Exhibitor chart on the previous page. In
addition, you may register one additional person for $400. To register your team for their exhibitor
badges, please go to: www.regonline.com/2011EHUG and complete the form.
HOTEL RESERVATIONS
Please note, you must make your hotel reservations through the EHUG registration site. Individual
hotel reservations will not be accepted by the hotel. All reservations must be guaranteed and
accompanied by a first night, non-refundable room deposit via a major credit card. All reservations
must be cancelled at least 72 hours prior to scheduled arrival to avoid a late cancellation charge.
Check in: 4 PM. Check out: noon. THE DEADLINE TO SECURE YOUR HOTEL RESERVATION IS
Friday, April 15, 2011.